Administrative Assistant, Senior - Records Management Coordinator

Overall Job Objective

Description

This announcement may be closed as soon as a sufficient number of qualified candidates have applied.
Example of Duties

Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description.
TYPICAL CLASSIFICATION ESSENTIAL DUTIES:

• Answer questions concerning departmental policies and procedures.
• Compile reports and summaries of work.
• Maintain and control complex filing systems.
• May supervise a clerical unit.
• Operate a variety of office machines.
• Perform special projects.
• Plans, direct, and coordinate the work of subordinates.
• Prepare financial reports.
• Receive and distribute correspondence.
• Verify and complete records, forms, and documents.
• Correct notice of claim and notice of proposed corrections for previous and future
• Scan paper documents into various databases.
• To promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
• Maintain absolute confidentiality of work-related issues, customer records, and restricted County information.
• Perform other related duties as required.

POSITION SPECIFIC DUTIES:

• Ability to view and process graphic and explicit photos, video, and other stored media of homicides and sexual assaults in minor and adult cases.
• Perform document scanning, processing, and support services of financial and legal case files.
• Prep documents, scan document image and convert to a digital format, and index documents for quality control.
• Manipulate images as needed, including resizing, compressing, cropping, and large format documents and save documents to portable/removable digital media.
• Perform quality checks for scanned documents, maintain work logs, and deliver documents and digital media.
• Provide training services for users new to OnBase.
• Create and maintain training guides for record keeping and scanning systems.
• Work closely with administrators on record keeping and scanning of case files to find solutions to issues that arise in the department, and serve as reference point for administrator when dealing with record keeping services.
• Must be able to drive continuously, up to two hours, throughout various locations throughout the County as required.
• Must maintain a valid Arizona Drivers license in good standing.

Minimum Requirements

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED equivalent.
• Three (3) years of increasingly responsible clerical experience.
• Valid Arizona State Driver's License within 30 days of hire.
• Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.

PREFERRED QUALIFICATIONS:

• Experience processing documents for scanning.
• Experience organizing and working with a large number of files.

CLERICAL TESTING:
All candidates will be required to complete the Clerical Exam in order to be considered for this position.
Applicants must pass the exam with a score of 70% or better and meet the required qualifications before their application can be forwarded to the hiring department for review.
Detailed information regarding the Clerical Exam Testing Date will be emailed to the email address located on the application.
Passing scores of 70% or better are good for six (6) months, after six months you must re-take the exam if you would like to be considered for similar positions. If you have taken the exam and obtained a score of less than 70% you can re-take the exam 60 days from the date of the last examination.
Employment is contingent upon successful completion of a criminal background check and verification of work history, academic credentials, licenses, and certifications as applicable. Supplemental Information

Knowledge, Skills and Abilities:

• Knowledge of Business English, spelling, and arithmetic.
• Knowledge of clerical and office practices and procedures.
• Knowledge of principles and practices of management and supervision.
• Skill in performing arithmetic computations.
• Skill in using data processing systems and other office equipment and machines.
• Ability to plan, organize, and maintain workflow.
• Ability to make arithmetic computations with speed and accuracy.
• Ability to maintain records and prepare reports.
• Ability to maintain complex filing systems.
• Ability to follow written and verbal instructions.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with employees, other agencies, and the public.

PHYSICAL DEMANDS:
The work is sedentary requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The work also requires the ability to crouch, finger, reach, perform repetitive motion, hear, speak, walk, and demonstrate mental and visual acuity.
WORK ENVIRONMENT:
Work is performed in a relatively safe, secure, and stable work environment.